Computers and Technology

Learn How to Backup Outlook 365 Emails to External Hard Drive

The need to learn how to backup Outlook 365 emails to external hard drive arises when there are a ton of important emails stored in the mailbox.

One can never be sure of what misfortune might happen and to avoid it, users prefer moving their data to external hard drive.

Known by the world is that the data is not 100% secure on the cloud or desktop. So, the other option is to save it all on an external hard drive.

The question remains; How?

If you search for the methods over the internet stating how one can backup Outlook 365 emails to external hard drive, you may find various results and blogs.

In such a situation, the technically inclined users will easily know which result is going to help them. But for novice users, it is not that easy.

To solve their problems, we are here with this article stating the most useful methods for downloading the data from Microsoft 365 account.

Examine and understand the given methods carefully and then decide which one is best suited for your situation.

Let’s get started!

You may love to know: Office 365 Tenant to Tenant Migration Guide Step By Step

Multiple Methods to Answer How to Backup Outlook 365 Emails to External Hard Drive

Several methods can be applied and executed to go through with the task. Here are some of the most commonly known techniques:

  1. Expert’s Recommended Instant Solution
  2. Exporting Data Using Outlook Application
  3. Converting Data to HTML & PDF Formats

It is always a wise decision to take the expert’s advice because they recommend only the best and the most useful solutions.

If you want to try the other two methods, you can go through the latter part of this article where we have explained them in detail.

Solution 1 – Backup Outlook 365 Emails to External Hard Drive Via Expert Solution

For a safe and secure backup of your data, you need to make use of only the best technique i.e. Office 365 Backup Software.

It is not only easy to create a backup at the desired location but also saves data according to a chosen time zone for which the Date-filter can be used.

Export multiple mailbox items including Emails, Contacts, Calendars, Documents, etc. in bulk with no risk of data loss or corruption.

No need to stress over the folder structure being messed with or modified since the tool keeps it the same while learning how to backup Outlook 365 emails to external hard drive.

And let’s not forget the Priority feature that allows you to export certain mailboxes before others for early migration.

Now, take a look at the steps of the software.

Also Read:  How to Export Office 365 User List? An Overview of Methods

Guiding Steps for Creating a Backup of Desired Data

  • Run the tool and in the Setup tab, choose the Source and Destination as Office 365 and Outlook respectively.1
  • Coming to the Workload Selection part, you can mark all the items you want to export the data from and choose dates in the Date-filter2 
  • To backup Outlook 365 emails to external hard drive, first, enter the admin credentials for Office 365 account and Validate the permissions.3
  • When redirected to the Destination window, enter the destination of external hard drive and the size of the files. Hit Next.4
  • Choose the Fetch Users option to add the user accounts. Or select the Import Users option to insert a CSV containing all the user accounts for mapping.5
  • Lastly, set the Priorities and Validate the mapping for both Source & Destination accounts. Hit the Start Backup6

Solution 2 – How to Backup Outlook 365 Emails to External Hard Drive Using Outlook?

This method needs you to have Outlook installed on your system to start with. Using this method, you can save access the emails in Outlook when there is no internet connection.

Let’s follow the given steps:

  • Launch MS Outlook on your desktop and click on the File
  • Go to the Open & Export menu and choose Import/Export from there.2
  • When the Import/Export Wizard opens, choose the Export to a file option from there and hit Next.3
  • Click on the Outlook data file (.pst) option to backup Outlook 365 emails to external hard drive and click on the Next4 
  • Then, choose the files that you want to export data from and hit Next.
  • Select the destination in the Browse field for your end results and press the Finish6

Remember: This method cannot export data from more than one mailbox at a time which can become a hectic operation for users who want to export mailboxes from multiple user accounts.

Solution 3 – Converting Data to HTML & PDF File Formats

With the help of this method to learn how to backup Outlook 365 emails to external hard drive, you can save the data in HTML format which can only be read from a web browser.

This method cannot be used to export more than only a few numbers of emails. Let’s see how:

  1. Log in to your Office 365 account and open the email you want to export.
  2. Go to the File option and click on the Save as
  3. Choose the destination location and enter a name for the file. Choose the HTML format in the Save as Type
  4. Hit Save to finish the procedure.

To backup Outlook 365 emails to external hard drive for all the required emails, you will have to execute these steps again.

For PDF format:

You cannot directly convert the data you want to in PDF format which is why you will have to perform the given steps above.

  1. Follow the given steps for HTML first.
  2. Launch MS Word and click on the File
  3. Select Open and choose the previously created HTML file.
  4. Hit File à Save as to select the PDF
  5. Click on the Save

Must Read: Modern Techniques to Enhance Your Project Plan for Office 365 Migration

Parting Lines

For learning how to backup Outlook 365 emails to external hard drive manually, you will need to spare a lot of time to perform these methods.

Or, saving time, energy, and avoiding the risk of data loss, the software can be used for a quick backup without any trouble. It is suggested by experts that novice users take up the tool to export the data for a reliable procedure.

Related Articles

Back to top button
hosting satın al minecraft server sanal ofis xenforo